Add Payment¶

Use this page to record a payment received from a client or sent to a vendor. Payments track cash flow, invoice settlements, bank checks, and financial transactions within CTB Admin.

Summary¶

Use this page to capture incoming and outgoing payments with references, dates, and optional check linkage. Accurate payment entries keep balances and reconciliation reports reliable.

When to use this page¶

Recording a payment received from a client for an invoice
Recording a payment sent to a vendor for purchases
Applying payments using a bank check
Creating payment records for bank reconciliation
Documenting discounts or partial payments

How to access this page¶

From the sidebar, go to Trade → Payments. On the Payments List page, click the purple (+) icon in the top-right corner.

The system opens the Add Payment Page.

Step-by-step instructions¶

Open Trade -> Payments and click the add icon.
Enter core payment details in Payment Information.
Select client or vendor and optionally link a check.
Add notes for reconciliation or internal context.
Click the appropriate save action to create the payment.

Field reference¶

Status - Payment lifecycle state, such as Pending or Completed.
Type - Direction of payment: Receive or Send.
Reference - External reference number used for tracing transactions.
Amount - Payment value recorded in system currency.
Check - Optional check linkage that affects both party and check balances.
Client/Vendor - Counterparty associated with the payment record.

Payment Information¶

Fill in the following fields:

Step	Field	What to Do	Description
1	SKU	Auto-generated	Unique identifier for the payment (read-only)
2	Status	Select status	Current payment state (Pending, Completed, etc.)
3	Type	Select type	Receive (from client) or Send (to vendor)
4	Reference	Enter reference	Reference number or transaction ID
5	Date	Select date	Date the payment was made or received
6	Amount	Enter amount	Total payment amount in the default currency
7	Discount	Enter discount	Any discount or adjustment applied (optional)

Required Fields

Fields marked with a red star (*) are mandatory.

Check and Client Selection¶

Step	Field	What to Do	Description
1	Check	Click to select	Opens a dropdown of all available checks (optional). Selecting one links the payment to check.
2	Client	Select client/vendor	The party involved in the payment (client or vendor)

Note

When you select a Check, the payment amount will be deducted from both the client/vendor balance AND the check balance. If you leave the Check field empty, the payment amount will reduce only the client/vendor balance.

Notes¶

Add optional notes or internal comments related to the payment:

Step	Field	What to Do	Description
1	Notes	Enter text	Add internal notes, remarks, or special conditions for payment

Tip

Use the Notes field to document additional details such as payment terms, special instructions, or reasons for discounts applied to the payment.

Saving the Payment¶

After completing all sections:

Click Save to create the payment record
Click Save and continue editing to save and stay on the page
Click Save and add another to save and create another payment immediately

The payment is now recorded in the system.

Tips

Check selection is optional — Leave the Check field empty for non-check payments; only select a check if the payment is from a bank check
Check reduces two balances — When a check is selected, the payment amount reduces both the client/vendor balance and the check balance
No check reduces client balance only — When the Check field is empty, only the client/vendor balance is reduced
Type matters — Use Receive for customer payments and Send for vendor payments to ensure correct reporting
Reference tracking — Enter a meaningful reference (check number, transaction ID, or invoice number) for easy reconciliation
Dates for reconciliation — Always set the Date field to match the actual payment date to ensure accurate bank reconciliation
Discount field — Use only for actual discounts or adjustments, not for separate transactions

Payments Overview — View all payments
Payment Detail — View payment details and history
Checks Overview — Manage bank checks
Add Check — Create a new bank check
Invoices Overview — Manage invoices and sales records